A workflow management solution to streamline business operations
Simplified the existing processes of a construction consultancy by developing a feature-rich web application
The client is a New York based leading construction consulting service provider. They help real estate developers, contractors, property owners, architects, and civil engineers in filing and obtaining permits for their construction sites. They provide exclusive consultation about city regulations, property compliance & maintenance, and all municipal requirements start from the pre-construction phase to project completion.
They coordinate with different government agencies of New York such as DOB (Department of Buildings), DOT (Department of Transportation), DEP (Department of Environmental Protection), Fire Safety Department, etc. to get permission for construction.
What was the objective of the client?
The client was already using a FoxPro based desktop application for several years. The software allowed the client to
Manage different projects and jobs
Manage applications and permits (that the team filed across the different departments)
Manage all the documents that created for different agencies and submitted to the respective agencies
Create different jobs to meet the committed timeline
Send emails to the customers about the job progress and application status
Create different jobs to meet the committed timeline
This old application provided varied challenges to meet new business needs and was hard to extent or scale as it was built using an old technology.
How Credencys helped the client in achieving the objective?
Credencys proposed software re-engineering for the existing FoxPro based desktop application using modern web and cloud technologies - Angular JS and .NET. While planning the new workflow app, we ensured that the platform enables the client with better project management tool where the employees get all the information in a more holistic and complete fashion.
Key features of the application
Digitized RFP workflow
The employees can manage leads, create an RFP (Request for Proposal) along with cost, gather project requirements, etc. in the new web application. They can send proposals to the new prospects for signature directly from the app. Earlier, due to paper-based requirement gathering, RFP (creating & sending proposals) process was time-consuming and less efficient.
As the client can easily convert their potential prospects into customers by sending them RFP quickly, it increases customer conversion rate.
Automated Jobs Creation
Once the customer agrees with the proposal, the app automatically converts application or proposal into jobs. The jobs contain scopes and milestones of requirements that enable the team with a next-level clarity about what to do and when to accomplish the jobs.
The employees can perform their tasks accurately and rapidly as all the job references are available to them.
The employees can fill timesheet, complete milestones, finish billing points, and submit details about additional service items in the software. The app sends this data to QuickBooks accounting system to generate the invoice. Besides, the client can send invoices to the customers through the app.
QuickBooks integration helps the client to generate timely invoices and boost the revenue cycle.
Tasks & Checklists
The new application enables the team with well-rounded checklists for the particular project. Thus, the system provides pre-hand information about what to do to finish a particular job.
Employees can immediately start taking actions based on the items available in the checklist. It helps them to stay more efficient and focused.
The client files a lot of applications and permits every day through varied electronic medium across the different government agencies. The workflow application interacts with the external systems of these agencies to check if there is any update related to application approval, permit or violation.
The client can check the status of their applications and permits on the go. They can get quick insights about violations and take timely actions to resolve them.
Document Management through Dropbox Integration
The client was creating and managing 200+ documents or forms for the customers and agencies. The application allows them to create documents or forms within the app. While they select a specific document or form type, they can access a document with certain necessary and compulsory details.
They have flexibility to add additional details in the document too. Integration with Dropbox allows the client to store and manage all the documents and forms in the document management system for signature and collaboration with the customers and agencies.
Dropbox allows for centralized document storage and management for quick and easy accessibility of different forms and documents.
The app enables employees with the ready to use email templates that they can directly send to the customers. When they select a specific email type, the app provides a default email body to them. The client can attach documents from the Dropbox and send emails from the software only. They can also check communication history from the app at any time.
No need to type a separate email to every customer to convey the same information.
The team can extract dynamic reports about different jobs such as application and permit status, violation status, billing status, etc. The reports can be generated in a particular format so that customers can easily consume the insights out of the reports. The client can send reports to the customers directly from the workflow application without any human intervention.
Customers get exclusive insights regarding project progress and status through dynamic reporting.
As the app is master driven, the client can enhance the app by introducing new features and functionality that are required to perform the new job, new checklist, new service, new work and new task in the future.
The client can easily meet the changing business needs by leveraging app enhancement.
The app allows the client to store all the documents related to construction standards, rules & regulations, terms & conditions, and guidelines of different agencies. Team members can refer the documents from this central repository. Also, they can view, read and consume the information on the go.
The team does not need to visit any portal of external agencies to refer their construction guidelines.
Key results achieved through the app
The cloud-based platform allows to update project info in real-time and access the project details on the go using a tablet or laptop
Task allocation across the team happens on the go
Invoicing becomes more accurate, streamlined & paperless with QuickBooks integration
Digitized RFP process allows the client to file more jobs & proposals and execute the project in time by maintaining the highest quality standards
Business impact/benefits of the app
Credencys has automated various business operations such as RFP process, job creation procedure, in-app emailing, etc. for the client. It helps the client to leverage shorter workflow to perform a particular job.
Drive Efficiency through Quick Accessibly
Using Dropbox as a centralized repository for their documents, the client can access all the essential information on the go (through laptop & tablet) from a single platform. Instant access to essential information drive efficiency to the project or job.
Get Actionable Insights in Real-time
The client gets real-time insights about the status of their applications and permits. It helps them to make the right decision at the time to get approval from the external agencies and complete the project on time.
Accelerated Revenue Cycle
Invoice creation process becomes faster and automated with the integration of QuickBooks accounting system. Also, it allows the client to send invoices to the customers directly from the web application.